November 7, 2018 Minutes

November 7, 2018 Minutes

  1. Called To Order – Vice President, B.A. Stoll called the meeting to order at 6:05 p.m.
  2. Roll Call
    • Board Members Present: Connie Koontz, Sid Norton (arrived at 6:20), Stephanee Ruiz & Beth Ann Stoll.
    • CAMS, Inc. Manager: Manager, Sharon Johnson and Asst. Cheryl Dennison
    • Note: at Raley’s Conference Room, 4840 San Juan Avenue, Fair Oaks, CA
  3. Homeowner Time – 3 homeowners were in attendance representing 2 homes
  4. Review and Approval of Meeting Minutes – Motion was made by S. Ruiz, seconded by B.A. Stoll and passed by unanimous vote to approve the August 1, 2018 Board of Directors Meeting Minutes as presented. M/S/P Ruiz/Stoll
  5. Financial Report –
    1. Financials – July, August & September 2018 Financial Statements were reviewed.
      Treasurer, C. Koontz gave the presentation to the Board Members on the most recent 2018 financials. The September 30, 2018 report is as follows: the Dues Account is $7,560.48, the Operating Account is $166.47, in the Reserve Account there is $110,162.27 and the Special Assessment is $45,784.00. Year to-date Net Income is $9,564.01. Motion was made S. Ruiz, seconded by C. Koontz and passed by unanimous vote to approve the financial packets as submitted. M/S/P Ruiz/Koontz
    2. Review of Delinquency Report: There were Delinquency Reports from Severaid & Glahn from July – September reviewed at this time.
      1. Recordation of Lien – There is one at this time to approve if the account goes beyond 90 days delinquent. Motion was made to approve a lien on account # 1300020 for outstanding dues balance owing to the association if not paid as required and is beyond 90 days delinquent.
      2. Board Resolution to Record Notice of Default: There is one at this time to be approved in Executive Session
    3. Bad Debt Write-off Notification: CAMS, C. Dennison reported there are none at this time.
  6. Committee Reports
    1. Architectural Requests – There was one new request at this time
      1. #18 Install a New Security Screen Door & Doorbell – The owner provided detailed information requesting to install a security screen door and new doorbell which will be within compliance of the building design scheme was approved by email vote and needs to be recorded in the minutes. Motion was made by C. Koontz, seconded by B.A. Stoll and passed the requests as presented. Abstain Ruiz
    2. Landscape
      1. Landscaping Proposals – 1 Service Contract & Tree/Shrub stump removal. On Hold
      2. Sprinkler Repairs & Maintenance – The landscaper is still working on some irrigation breaks and needs to make adjustments as needed near the stairwells as well. The second floors at both buildings are not being blown off, and the pine needles are not cleaned up weekly at the pool area. Bushes behind the carports of the 7401 Bldg need to be maintained. Additionally, an abundance of leaves had been left in the common areas by the 7401 to build up, which was just cleaned-up after CAMS informed the Landscaper. Homeowner, W. Ribal stated he would help monitor and inform the Landscaper weekly on things that need to be addressed.
      3. Tree Trimming Proposals for 2-5 Trees to be cleared from the Bldgs. – Arborwell provided a proposal to clear all trees from both building structures, walkways, drives and lighting in the total amount of $834.30
        Motion was made by S. Norton, seconded by S. Ruiz and passed by unanimous vote to approve the bid as presented and request the work be done soon. M/S/P Norton/Ruiz
    3. Lighting – Cleaned Regularly/Checked for Repairs
      1. Research for New Exterior Bldg/Porch Lighting – HD provided information sheets on styles of lighting to replace the existing lights. The Board will review this further. On Hold
    4. Pool
      1. Pool Filter Replacement – CAMS approved the replacement of the pool filter in the amount of $85.00.
        Done
      2. Pool Equipment/Water Circulating Issue/Plumbing Replacement – The service vendor Majestic met with a leak detection company and they provided a bid after discovering there was a plumbing line leak at the skimmer on the deep end of the pool under the concrete pool deck. Bullseye Leak Detectors provided a bid and CAMS requested a proposal from Sac Val Plumbing. Both bids were reviewed by the Board via email and they approved Sac Val Plumbing to make the necessary repairs, which needs to be recorded in the minutes. Motion was made by C. Koontz, seconded by S. Norton and passed by unanimous vote to approve Sac Val Plumbing to make the necessary repairs in the amount of $2,340.00. M/S/P
        Koontz/Norton
  7. Manager’s Report
    1. Recent Inspection Walk-thru reviewed and discussed.
      • HD to work on Conduit lines under the stairwell for water coming up when irrigation is on. Pending
      • Dumpster Enclosure Area 7401 – The Service Vendor is not closing the double doors and putting the dumpster bins back in all the way after service
    2. Sewer Pipe Information – HOA Replacement Project – The 2nd Sewer Pipe Replacement in relation to 1st floor homes to participate. Send All Owners of Lower Units a reminder letter except for #3 & #15 on anticipated plumbing work to be started in 2019
      Motion was made to approve the Management Report as submitted. M/S/P Norton/Koontz
  8. Unfinished Business
    1. 2nd Story Flooring Material Replacement – Cons. 37, P. Johnson informed the Board previously that the material curing time required at least 24 hours for the sealant to be ready for the matting. The durable matting material that can withstand high traffic volume and weather was approved during on-site presentation in which it is anticipated arrival is December 3rd and needs to be recorded in the minutes. Motion was made by B.A. Stoll seconded by C. Koontz and was passed by unanimous vote in the total amount of $32,368.00. M/S/P Stoll/Koontz WestCoat waterproofing material will also be applied over the subfloor under the matting. In Progress
    2. Building Dry-Rot Repairs – Construction 37, P. Johnson is overseeing the outstanding dry-rot repairs needed on the Stage 2 project, which has already started and continuing from 11/7-12/20 and then into 2019
      • The carports – 2nd floor flashing at the landing – Gutter is loose at 13/14
      • Railing at 21/22 moves due to expanse between support posts (still a concern)
      • Outrigger slope 8/4, the sagging roofline at the peak/edge over #8 due to failing Roof Sheathing that should be replaced
      • Beams at Stairwells of #1/2, #3/4 – Both have been completed and the piers required a long drying time before installing the heavy construction material “support posts” to ensure a solid foundation.
        All Items noted on Inspection Report – In Progress
    3. Asphalt Repair Proposal – Allstate Paving gave a bid to make repairs to the broken/cracked asphalt in the parking lot of the Insurance parking lot in the amount of $3,440.00 this was provided in 2015. Additionally Valley Asphalt also provided a bid 2018 $5,899.00 to complete the work. Due to the extensive cost, and can be postponed at this time. On Hold
      Patch the Hole at 7401 Bldg/Insurance parking lot side – Valley Asphalt provided a proposal to patch/fill the hole in the parking area for the total amount of $350.00. Motion was made by S. Norton, seconded by C. Koontz and passed by unanimous vote to accept the proposal as presented to repair a trip hazard to be done immediately. M/S/P Norton/Koontz
  9. New Business
    1. Gutter Cleaning Proposal – Bailey Boys provided a bid to clean the gutters for 2 times, once in November and the 2nd one in February in the total amount of $1,395.00. Motion was made by C. Koontz, seconded by S. Norton and passed by unanimous vote to accept the gutter cleaning proposal as presented, by having CAMS get the 1st cleaning scheduled soon. M/S/P Koontz/Norton
    2. 2018 Year-end Review Proposal – A proposal was submitted by CPA, P. Hegner to complete the review for 2018 in the amount of $1,315.00. Motion was made by Koontz, seconded by S. Ruiz and passed by unanimous vote to approve the proposal submitted by P. Hegner in the amount of $1,315.00 to complete the 2018 Year-end Review. M/S/P Koontz/Ruiz
    3. 2019 Budget “draft” & Reserve Study – The Board discussed the proposed draft budget for 2019 with the recommendations provided by the Browning Reserve Group that the association needs to move more money into the Reserves to properly fund future maintenance major components, but due in part of garbage service rates being decreased on monthly expenses the 2019 budget will not need to be increased. After a brief discussion, motion was made by S. Norton, seconded by C. Koontz and approved by unanimously vote to approve the Budget for 2019 as presented with no monthly dues increase. M/S/P Norton/Koontz
  10. Next Meeting Date – The next meeting will be scheduled on Wednesday, February 6, 2019 at 6:00 p.m. at Raley’s Conference Room in Fair Oaks, CA. if available otherwise will be held at the CAMS Office.
  11. Adjournment – The meeting adjourned at 7:05 p.m. M/S/P Norton/Koontz
  • On November 7, 2018